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HomeMy WebLinkAbout05-16-2019 Records Destruction Attorney - correspondence lettersMEMORANDUM DATE 05/07/2019 TO: Department Head City Attorney FROM: Kelly White Bailey Hicks SUBJECT: REQUEST FOR RECORDS DESTRUCTION SLO CITY CLERK On April 24, 2001, the City Council adopted Resolution No. 9174 establishing a Records Retention Policy and Schedule. In accordance with that policy and schedule, certain records have been identified as eligible for destruction. A listing of those records and relevant sections from the records retention schedule are attached. 430 correspondence letters exceeding the retention requirements and, as such, are being prepared for destruction. The method of destruction will be via recycling. Please sign below indicating your approval for the Department Head themed listing of records. CERTIFICATE OF DESTRUCTION I 1 (C U%S , do hereby certify that the records listed on the attached were properly disposed of o0ca za Original: Ci Clerk's Office Copy: Department Attachments: 1. List of records to be destroyed 2. Relevant sections of the records retention schedule CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE RECORD TITLE__ I TOTAL OFFICE RESPONSIBLE CODE SECTION ..,. _ RETENTION FOR RETENTION AND _ REMARKS PERIOD DISPOSITION OF RECORD COPIES or DUPLICATES of documents for which a department is not D/R Duplicates and copies distributed to various departments for informational purposes the office of record may be destroyed by the departments when they are no longer useful for reference - eference.No"R No "Rnasi for Records Destruction" form is mquirecL ELECTRONIC DOCUMENTS Electronic copies of paper records should be kept no longer than the retention period specified in this schedule. If electronic documents are also in a paper format, _ both must be destroyed at the same time 100 GENERAL ADMINISTRATION 101 OFFICE GENERAL MANAGEMENT City Manager CM Reports 5 Various GC34090 City -Generated Informational Brochures, Publications, Newsletters P Various GC34090 Keep one for historical purposes Cit -wide Policies and Procedures P Various GC34090 Keep one for historical purposes Correspondence - External 2 Various GC34090 Correspondence - Internal (excluding CM Reports - see above) 2 Various GC34090 Departmental Policies/Procedures S+5 Various IGC34090 General Information _ 2 Various GC34090 In -House Committees _ CU+5 _ Various _ GC34090 ME be kept for researeWstoric purposes Staff Meeting Notes 2 Various GC34040 102 OFFICE REFERENCE Annual Departmental Reports 5 Various GC34090 Certificates of Life 5 Clerk GC34090 Chronological Files 2 Various GC34090 Community Organizations 5 Various GC34090 Complaints 2 Various GC34090 General Information 2 Various GC34090 Positive Feedback How are we doing? forms) 2 Various rGC34090 Professional Associations 21 rious I GC34090 Publications flournals,periodicals) D/R Various I Nota public record. No "Request for Records Destruction" form is required. 103 FORMS MANAGEMENT _4Blank Forms _ 5E Various No "Request for Records Destruction" form is _ uired. 104 RECORDS MANAGEMENT Certificates of Destruction P Clerk IGC34090 Legal record of final disposNon of document. Public Records Requests 2 Various IGC34090 Records Retention Schedule S+5 Clerk JCCP 343 200 COMMUNITY DEVELOPMENT 201 CITY PLANNING Address Files P Planning__GC34090(a) Business Tax Certificates P Plannin GC34090(a) Cate Enforcement Files P Building GC34090(a) Microfilm after S years Construction Files P Building GC34090(a) Microfilm immediately after final ins [:tion Construction Permits (numeric) P Building GC34090(a) Microfilm one year after final inspection Home Occupation Permits P PlanningGC34090(a Ins ection Cards P Building GC34090(a) Microfilm and retain original cards Notices of Address Chane _ P Planning GC34090 a Notices of Determination P Planning GC34450 a Notices of Exemption Pi Planning GC34090(a) Microfilm AE=After Expiration AU=Audit CL=Closed/Completed CU=Current D/R=Destroy when no longer relevant E=After Election P=Permanent S=Superseded T=Terminated YEAR�� DATE FROM TO SUBJECT CJ r �wo Io �rlissl�� /L'&�,1,%G� l� D CJ YEARo�O/O DATE FROM TO SUB7ECT X117 "iGD uat -r`�. ldq t -Co r cA(5 /V 0f i Jt %D t�D%4�� /2L 55aLa ccs as ocD � . ,a Al -tai c�- U d! 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